DEALING WITH PAYMENTS (CASHIERING) - · PDF fileDEALING WITH PAYMENTS (CASHIERING) ... Receivable computer system. Off-Line Cashiering refers to sites that collect money but do not

Certificate in University Financial Management:

Cashiering Textbook

Cashiering

Certificate in University Financial Management – 2017-2018 edition Page | 1

TABLE OF CONTENTS

Overview & Objectives ……………………………………………………………………………………………………………………................................................. 2

Definitions ……………………………………………………………………………………………………………………………………………………………………………………… 3

Responsibility …………………………………………………………………………………………………………………………………………………………………………………. 3

Online vs. Offline Cashiering …………………………. ………………………………………………………………………………………………………………………………. 3

Check/Money Order Endorsement Procedures ………………………………………………………………………………………………………………………………..4

Credit Card Procedures …………………………………………………………………………………………………………………………………………………………………….5

Payment Card Industry Data Security Standard (PCI DSS) ..……………………………………………………………………………………………….. 5

Requirements to Accept Credit Cards .………………………………………………………………………………………………………………………………………………6

Departmental Credit Card Payment Form …………………………………………………………………….…………………………………………………….9

Cash Reports (online & offline sites) ..……………………………………………………………………………………………………………………………………………. 10

ODU Official Revenue Deposit Form ..………………………………………………………………………………………………………………………………. 11

Departmental Deposits .…………………………………………………………………………………………………………………………………………………………………. 12

Deposit Frequency ………………..…………………………………………………………………………………………………………………………………………. 12

Exceptions (not applicable to online sites) ………………….……………………………………………………………………………………………………. 12

Depositing Departmental Funds ……………..……………………………………………………………………………………………………………………………………… 12

Timely Transporting of Funds .………………………………………………………………………………………………………………………………………………………… 13

Pickup and Delivery by Campus Police .…………………………………………………………………………………………………………………………………………… 14

Requesting Departmental Billing ……………………………………………………………………………………………………………………………………………………. 14

General Information .……………………………………………………………………………………………………………………………………………………………………… 15

Contact Information ………………………………………………………………………………………………………………………………………………………………………. 16

APPENDICES

Procedures (4-901 & 4-902) …..…………………………………………………………………………………………………………………………………………………………………………….. 17

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OVERVIEW:

The purpose of this training is to discuss how cashiering transactions are handled at the University, especially in the areas of

check endorsement procedures, credit card procedures, cash reports, departmental deposits, and departmental billing

requests. Terminology will be outlined and information will be provided to allow University employees to understand the

functions of the Cashiers' Office within Student Accounts. Since the function of collecting money is monitored very closely

by the Commonwealth, it is imperative that those departments handling money be aware of all requirements and

guidelines. The difference between on-line and off-line cashiering sites will be explained. The information contained in this

session is designed to assist you in understanding all facets of collecting money.

Individuals who have responsibilities associated with collecting money for the University are required to take this class

every 2 years.

Annually, all individuals engaged in any aspect of credit card processing, transmission, or storage must review PCI Training,

sign a Payment Card Security & Confidentiality Agreement form and submit the signed form to the PCI Compliance

Specialist in the Office of Finance.

Notify the Manager of Student Accounts when there are new employees who collect money or when there are changes

in money collection responsibilities, as PCI training is required for these individuals!!!

OBJECTIVES:

Topics covered in this training session:

Important terminology relating to cashiering functions

The difference between on-line and off-line cashiering sites

Proper check endorsement procedures for checks/money orders received in person

Proper check endorsement procedures for checks/money orders received in the mail

Credit Card Procedures (PCI DSS)

Required frequency of departmental deposits

How to complete and properly submit cash reports

Commonwealth requirements for timely transportation of funds

How to have funds transported to the Cashiers' Office

Departmental billing

Contact names

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Definitions:

Credit Card Payment Form: this form is used by sites that do not use a credit card machine. These forms should be

submitted via a locked bank bag and should NOT be sent via campus mail. If departments keep a copy of this form, they

must abide by the PCI DSS standards and obliterate all but the last 4 digits of the credit card number by hole-punching.

Funds: include currency, coins, checks/money orders, credit card sales receipts, and settlement slips.

ODU Official Revenue Deposit Form: This is the deposit form that accompanies funds being deposited to the University. It

is used to verify that the funds being deposited match the amounts collected. Departments must use the ODU Official

Revenue Deposit Form available on the Office of Finance web site. On-line sites are required to use this form, and it is

preferred that off-line sites use this form.

Online Cashiering: refers to the method of recording departmental receipts directly to the Banner Accounts Receivable

computer system.

Offline Cashiering: refers to sites that collect money but do not post directly to Banner.

Secure Facility: funds and cash reports must be stored in either a safe or a locked fireproof file cabinet to assure protection

against theft or loss.

Responsibility:

All cashiering transactions performed by University offices must be processed through the Cashiering Office in the Office of

Finance, even if the department posts transactions to Banner. Departments responsible for collecting money must adhere

to all applicable state and University policies and procedures and are designated either offline or online collection sites.

Training for cashiering functions for new departments is provided by Manager of Student Accounts. Departments are

responsible for training new staff. With the exception of certain auxiliary services, all billing activities are the

responsibility of the Student Accounts department. Only the Cashiering Office may deposit funds for the University.

Online vs. Offline Cashiering:

Online cashiering refers to the method of directly recording departmental deposits to the Banner Accounts Receivable

computer system. Departments who collect funds for the University can contact the Manager of Student Accounts about

obtaining an online Banner account with access to the appropriate accounts receivable/cashiering forms. Personal

computers and laser printers (at least a Laser Jet IV) can be used. We can help departments in understanding what is

required, but technical assistance must be arranged with ITS. Departments with online cashiering responsibilities are

responsible for training new employees. When new departments are granted online cashiering capability and have

obtained the required Banner accounts, the Manager of Student Accounts will schedule detailed training. Cash reports

and funds (currency, coins, checks, money orders, credit card sales receipts, and settlement slips), contracts, and other

payment documents must be forwarded to the Cashiers' Office as outlined in detailed procedures (4-902, Departmental

Guide for Receipting and Transmitting Funds).

Many departments who collect funds for the University cannot post the information directly to Banner Accounts Receivable

– these are called Offline Cashiering Sites. Cash reports, funds (currency, coins, money orders, checks, credit card sales

receipts, settlement slips), contracts, and other payment documents must be forwarded to the Cashiers' Office as outlined

in detailed procedures (4-902, Departmental Guide for Receipting and Transmitting Funds). The Cashiers’ Office posts the

payments in Banner.

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Check/Money Order Endorsement Procedures:

It is very important that all checks received be restrictively endorsed immediately upon receipt. All University offices

responsible for collecting funds are required to have a stamp with the words “For Deposit Only, Old Dominion University,”

and the date which must be used to endorse the back of all checks/money orders. This stamp must be used to endorse the

back of all checks/money orders received by that department at the time the checks/money orders are received. Doing so is

very important to reduce the possibility of mishandling of funds. Once a check/money order is restrictively endorsed, no

one else can cash the check/money order; only the University may deposit the check/money order.

Timing of Check Endorsement

All checks/money orders should be restrictively endorsed immediately upon receipt.

Checks/money orders received in person must be restrictively endorsed at the time of receipt.

Checks/money orders received in the mail must be restrictively endorsed at the time the envelope is opened.

The “For Deposit Only, Old Dominion University” stamp must include the department name and the date for audit

purposes. Failure to include a date will result in a non-compliance letter being sent to the department. The date

serves as verification that your department is promptly depositing funds. A sample of the stamp follows:

If you are responsible for restrictively endorsing

checks/money orders, please keep in mind that the amount of

space available for endorsement on the back of the

check/money order is restricted by the solid line to no more

than one-and-one-half (1 1/2) inches from the top left of the

back of the check/money order.

When ordering For Deposit Only stamps, be sure to let the company know the purpose and ensure that it conforms

to banking regulations. If you would like assistance when ordering one of these stamps, please contact the Manager

of Student Accounts.

Notes:

• Checks/money orders should be made payable to Old Dominion University or ODU

o U.S. Dollars only!!

• Post-dated checks must not be accepted.

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Credit Card Procedures:

Old Dominion University’s departments can accept MasterCard, VISA, and Discover credit cards for departmental charges.

Departments may not accept American Express.

It is very important that all credit card information be safeguarded. Safeguarding credit card information is vital to ensure

compliance. For those departments using a credit card machine, departments must submit the original credit card

“settlement slip” and credit card sales slips when submitting ODU Official Revenue Deposit Forms.

Departments who do not use a credit card machine must use the Credit Card Payment Form contained in these materials

and available on the Office of Finance web site under Student Account/Accounts Receivable forms:

www.odu.edu/finance/forms. uStore sites must submit a batch settlement report generated from TouchNet.

PCI DSS - Payment Card Industry Data Security Standard:

PCI DSS was developed by the major credit card companies as a guideline to help organizations that process card

payments meet minimum levels of security when storing, processing, and transmitting cardholder data. A company

processing, storing, or transmitting payment card data must be PCI DSS compliant or risk losing their ability to

process credit card payments and being fined. Merchants and payment card service providers must validate their

compliance annually. Acting in a non-compliant manner can result in significant financial penalties from Visa,

MasterCard, or Discover; loss of reputation; litigation; and/or termination of ability to accept credit cards.

Current Standard

The current version of the standard specifies 12 requirements for compliance, organized into 6 logically related

groups, which are called control objectives. The control objectives and their requirements are:

• Build and Maintain a Secure Network and Systems

o Requirement 1 – Install and maintain a firewall configuration to protect cardholder data

o Requirement 2 – Do not use vendor-supplied defaults for system passwords and other security

parameters

• Protect Cardholder Data

o Requirement 3 – Protect stored cardholder data

o Requirement 4 – Encrypt transmission of cardholder data across open, public networks

• Maintain a Vulnerability Management Program

o Requirement 5 – Protect all systems against malware and regularly update anti-virus software

or programs

o Requirement 6 – Develop and maintain secure systems and applications

• Implement Strong Access Control Measures

o Requirement 7 – Restrict access to cardholder data by business need-to-know

o Requirement 8 – Identify and authenticate access to system components

o Requirement 9 - Restrict physical access to cardholder data

• Regularly Monitor and Test Networks

o Requirement 10 - Track and monitor all access to network resources and cardholder data

o Requirement 11 – Regularly test security systems and processes

• Maintain an Information Security Policy

o Requirement 12 - Maintain a policy that addresses information security for all personnel

http://www.odu.edu/finance/forms

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Actions to be taken by departments:

o Payment information must always be secured.

o NEVER request, accept, or process credit card numbers received via end-user messaging technology, i.e. e-

mail, text, instant message, voicemail, etc. Send an e-mail to the individual without the credit card

information included and state that the University will not process any credit card number received through

end-user messaging. Then delete the message received.

o Do NOT store the full credit card account number (all 16 digits). The first 6 numbers and the last 4 numbers

are the maximum numbers that can be maintained. Do NOT store expiration dates or validation codes (also

known as CVV/CVC codes).

o Any number of combination of numbers used to process a payment, i.e. CVV/CVC codes, zip codes, etc.,

MUST be destroyed immediately upon authorization.

o Secure destruction can be achieved using a cross-cut shredder or by hole-punching the number. Simply

blacking out the numbers with a marker is not secure and not acceptable. If secure destruction

immediately after authorization cannot be assured, do not collect the CVV2 data.

o Restrict access to cardholder data to only those individuals whose job requires such access and on a “need

to know” basis.

o Keep anti-virus software updated.

o Do not direct anyone to a specific computer or offer to enter the payment card data into a website on their

behalf. Advise the individual to use any internet-enabled device.

o IMPORTANT REMINDERS:

If you do not need the information, do not store it.

The University cannot accept credit card payments through email or voicemail.

Requirements to Accept Credit Card Payments:

Before a department may accept credit card payment transactions for University-approved events, a merchant

account must be established. All new merchant accounts are required to be set up with the University’s merchant

services provider that is under current contract. The responsible parties must adhere to the University policies and

guidelines dealing with collection of credit card payments.

Currently the University accepts MasterCard, Visa and Discover. In order to request a new merchant account, the

collection of funds must be on-going or at least annually, and the department must have the fiscal support to

manage the payment card processing. The request for a new merchant account must be submitted a minimum of

30 days prior to the date the department would like to begin accepting credit card payments.

How to Set Up a New Merchant Account:

To establish a merchant account, departments must take the following actions:

• Read and complete the ODU Merchant Request Form (available on the Office of Finance website). This

form must be signed by the department head. Form may be found:

http://www.odu.edu/content/dam/odu/offices/finance-office/docs/odu-new-merchant-setup.pdf

• All employees who are involved in accepting, processing, or reconciling of payment card sale transactions

must review the PowerPoint PCI Training. This training must be completed AT THE TIME OF HIRE or JOB

CHANGE (and must be reviewed annually.) Information may be found:

http://www.odu.edu/content/dam/odu/offices/finance-office/docs/pci-training.pdf

• All employees who are involved in accepting, processing, or reconciling of payment card sale transactions

are required to complete the Payment Card Security and Confidentiality Agreement. By signing the

agreement, employees attest that they have read, understood and agree with all the conditions and that

they have reviewed the PCI training. This agreement must be completed annually, or as job duties change

http://www.odu.edu/content/dam/odu/offices/finance-office/docs/odu-new-merchant-setup.pdf

http://www.odu.edu/content/dam/odu/offices/finance-office/docs/pci-training.pdf

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no matter what time of year this occurs. Agreement may be found here:

http://www.odu.edu/content/dam/odu/offices/finance-office/docs/payment-card-security-confidentiality-

agreement.pdf

• New employees or anyone whose job duties change so they are involved in any aspect of accepting,

processing, storing, or reconciling payment card transaction MUST take the PCI Training, sign the Payment

Card Security and Confidentiality Agreement, and submit to the PCI Compliance Specialist at the time of hire

or job duty change!

Send the completed, signed ODU Merchant Request Form to the Associate Controller in the Office of Finance for

approval. Send the signed Payment Card Security and Confidentiality Agreements to the PCI Compliance Specialist

in the Office of Finance.

If you have any questions about this process, please contact the PCI Compliance Specialist at 683.5928 or Karen

Webb, Policy Analyst at [email protected] or 683.6274.

http://www.odu.edu/content/dam/odu/offices/finance-office/docs/payment-card-security-confidentiality-agreement.pdf

http://www.odu.edu/content/dam/odu/offices/finance-office/docs/payment-card-security-confidentiality-agreement.pdf

mailto:[email protected]

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Credit Card Payment Form:

For departments that do not use a credit card machine but still accept occasional credit card payments, you must

use this Credit Card Payment Form when taking charge payments (below). Remember, ODU departments may

accept only MasterCard, VISA and Discover credit card payments (do not accept American Express). The form may

be accessed at: http://www.odu.edu/content/dam/odu/offices/finance-office/docs/credit-card-payment-form.pdf

• This forms should be submitted via the locked bank bag and NOT via campus mail.

• If a department keeps a copy, all but the last 4 digits of the card number on the departmental copy must be

redacted (rendered unreadable) –

o To redact credit card information, a black-out marker will not suffice. The correct way to securely destruct

all but the last 4 digits of a CC number is to use a hole-punch!

• If the credit card is declined, the Office of Finance’s Cash Office will contact the department and reduce the

departmental deposit by this amount.

http://www.odu.edu/content/dam/odu/offices/finance-office/docs/credit-card-payment-form.pdf

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Cash Reports (Online and Offline Cashiering Sites):

Following detailed procedures, an ODU Official Revenue Deposit Form (available on the Office of Finance website under

Faculty/Staff forms) must be completed for each day’s deposit. Departments should develop good internal control policies

to ensure compliance with all applicable policies and procedures. Online & Offline sites are required to use the ODU Official

Revenue Deposit Form. The deposit form may be found on the Office of Finance website at:

https://www.odu.edu/content/dam/odu/offices/finance-office/docs/official-revenue-deposit-form.pdf

The following information is the minimum required – you may opt to include additional information for your use in the

departmental comment section:

• Control Number (LEAVE BLANK - FOR CASHIERS' USE ONLY)

• Cashier #1 (LEAVE BLANK - FOR CASHIERS' USE ONLY)

• Cashier #2 (LEAVE BLANK - FOR CASHIERS' USE ONLY)

• Department Name

• Contact Person

• ODU Extension

• Date of Deposit

• Cash

• Check/Money Order

• Charge (charge receipts or Credit Card Payment Forms - you MUST submit credit card sales slips and credit card

“settlement slip” if you use a credit card machine)

• Upay Charges – you must submit the Batch Settlement Report only

o Upay – a credit card payment site where a department’s customers can pay via Touchnet – for those departments

who have set up a Upay account. Contact Urjita Dani in ITS ([email protected]) to determine if Upay meets your

needs and discuss set up.

• Overage or shortage amount

• Total Deposit Amount

• Budget Codes (Fund Code and Account# OR Org Code and Account #)

• Description

• Amount

• Preparer’s Name Printed (print the name of the person who is preparing the report)

• Preparer’s Signature

• Date Prepared

• Reviewer’s Name Printed (print the name of the person reviewing the report)

• Reviewer’s Signature (this individual must be higher in organizational structure than the person preparing the

report – required)

• Date Reviewed

https://www.odu.edu/content/dam/odu/offices/finance-office/docs/official-revenue-deposit-form.pdf


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Departmental Deposits:

Each department responsible for collecting funds must have an up-to-date copy of the procedure 4-902, "Departmental

Guide for Receipting and Transmitting Funds," which is included as an addendum at the end of the training materials and

posted on the Office of Finance Policies and Procedures page. Whenever the procedure is revised, a copy is provided to all

departments currently collecting money for the University and included in these materials.

Our policies and procedures for collecting funds are mandated by the Commonwealth of Virginia and by University policy.

Deposit Frequency - The State Comptroller mandates that all state agencies must deposit all funds collected within 24

hours of receipt of the funds.

Exceptions (not applicable to online sites): to the 24-hour rule must be justified by the small amount collected ($200 or

less) and by the availability of adequate safekeeping facilities. If funds collected are less than $200, you may deposit funds

once a week, provided you can show that adequate safeguards are in place to protect the funds from theft or loss. Please

keep in mind that, if you collect funds for deposit into more than one budget code, you cannot justify holding funds

because you have collected $150 for deposit into one budget and another $175 to be deposited into another. The $200

amount refers to the total amount your department has in its possession. This exception applies only to off-line sites.

Funds collected by online sites and posted to the financial system must be transmitted to the Cashiering Office on

the day after the date collected regardless of the amount collected – within 24 hours as specified by the State

Comptroller.

The Cashiers' Office is responsible for auditing all deposits received from outlying collection sites. Departments not in

compliance will be notified that they do not comply with University and state policies related to depositing funds in a

timely way.

Depositing Departmental Funds:

When depositing funds to departmental budgets, it is important that the funds be deposited accurately. Correcting

inaccurate deposits is time-consuming and can result in departmental budgets reflecting incorrect budget balances.

The following information provides a brief synopsis of the process and does not replace the detailed procedures

available to departments. The detailed procedures must be followed when depositing funds to departmental

budgets.

When you complete the ODU Official Revenue Deposit Form, list both the organizational budget code and the sub-

account.

Please be sure to list the name and telephone number of the person who should be contacted if we have questions about

the deposit.

NOTE: The sub-account must be a line item sub-object code. DO NOT use a pool account. Examples of pool accounts:

6999, 7999, 9899.

If the funds being deposited are for recovery of services, they must be deposited to the appropriate recovery account.

Recovery accounts can be either intra-agency (recoveries from within the University) or inter-agency (recoveries from

outside the University, but within the state). Following is a list of recovery accounts: 5498 Inter Recovery – Contr Serv 7198 Inter Recovery – Travel

5499 Intra Recovery – Contr Serv 7199 Intra Recovery – Travel

5598 Inter Recovery – Tfer Pymts 9891 Inter Recovery – Equip

5599 Intra Recovery – Tfer Pymts 9892 Intra Recovery – Equip

5748 Inter Recovery – Serv Chgs 9893 Inter Recovery – Prop & Imp

5749 Intra Recovery – Serv Chgs 9894 Intra Recovery – Prop & Imp

5998 Inter Recovery – Obligation 9895 Inter Recovery – Ph & Imp

5999 Intra Recovery – Obligation 9896 Intra Recovery – Ph & Imp

6898 Inter Recovery – Sup & Matl 9898 Intra Recovery – Lease/Pur

6899 Intra Recovery – Sup & Matl

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If the deposit is an expenditure reimbursement, you may deposit the funds directly back to the expenditure sub-object

(aka: sub-account) that was used for the original expenditure.

If your department is depositing funds into a budget code beginning with either a 5 or a 6" the deposit slip must be

approved by one of the following staff members in the Office of Finance before you approach the Cashiers' windows.

General Accounting is required to track all activity in these budgets: o Donna Bean

o Thea Jones

o Vanessa Walker

o Linda Meyers

o Mary Deneen

o Deborah Swiecinski

NOTE: If you receive a check from an entity billed by the University at your request, the check should NOT be

deposited directly to your budget, since this can result in a duplicate credit. You should send the payment via

locked bank bag, with an explanation containing the billing information. Refer to the section entitled “Requesting

Departmental Billing.”

Timely Transporting of Funds (Online AND Offline Cashiering Sites):

Online and offline cashiering sites are required to comply with the following basic steps for timely transporting of funds to

the Cashiers' Office. Refer to Procedure 4-902, Departmental Guide for Receipting and Transmitting Funds.

Online - Departments collecting funds must prepare an ODU Official Revenue Deposit Form by the end of the work

day for all activity recorded on the Banner Accounts Receivable system (even if funds on hand are less than $200).

Offline – Funds collected by departments that are not online cashiering sites must be transmitted to the Cashiers’

Office daily (if funds on hand exceed $200) or minimally once a week, even if funds on hand do not exceed $200.

Off-line sites must also use the ODU Official Revenue Deposit Form.

Both online and offline sites are required to comply with the following:

Verify that all checks/money orders have been restrictively endorsed, and Restrictively endorse any checks/money

orders not already endorsed.

Balance to receipts/source documents/funds (off-line sites only)

Balance the cashiering activity to Banner (on-line sites only)

Prepare an ODU Official Revenue Deposit Form (signature required)

Assemble all supporting documentation – departmental Credit Card Payment Forms, credit card settlement slip or

credit card sales slips (if applicable), checks/money orders, cash, etc. (if your department keeps a copy of a charge,

please refer to the PCI DSS information to ensure that you are in compliance – the card number on the copy you keep

must be rendered unreadable except for the last 4 digits – by hole-punching)

Submit the completed, signed, ODU Official Revenue Deposit Form and all supporting documentation to the

departmental supervisor (or whoever is designated by your supervisor to audit your cash report – cannot be a student

worker).

The ODU Official Revenue Deposit Form must be audited to verify the accuracy of all totals and to ensure that all

supporting documentation is included. Once audited, the reviewer (or whoever is designated by your supervisor to

audit your ODU Official Revenue Deposit Form – cannot be a student worker) must sign the form.

The ODU Official Revenue Deposit Form, all funds collected, and supporting documentation to include departmental

Credit Card Payment Forms and credit card settlement slips should be locked and placed in a secure area (such as a

safe or a locked fireproof file cabinet) until campus police can pick it up for delivery to the Office of Finance’s Cashier’s

Office the next business day.

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For online sites, any funds received but not recorded to the financial system on the day received should be recorded the

next business day, whenever practical.

Any funds retained in the department overnight must be properly safeguarded against theft. The bank bag (containing the

ODU Official Revenue Deposit Form, all funds collected, and support documentation, including Credit Card Payment Forms

and credit card settlement slips) should be locked and placed in a secure facility such as a safe or a locked fireproof file

cabinet, until Campus Police can pick it up for delivery.

Pickup and Delivery by Campus Police:

Departmental cashiering sites with bank bags containing ODU Official Revenue Deposit Forms and funds collected must

contact campus police at or before 9:00am the day after the date of collection.

Generally, departments must notify Campus Police by 8:15am that an early morning bank bag pick-up and delivery is

required. Campus Police will come to the department and have a departmental representative sign when the bank bag is

picked up. Campus Police will deliver the bank bag to the Cashiers' Office and have a staff member from the Cashiers' Office

sign that the bank bag has been received. The cashier accepting delivery signs the log presented by the Campus Police

officer and processes the contents as outlined in detailed internal procedures. The bank bag with the Banner receipt is

returned to the department via campus mail. Departments who collect money should have at least 3 bank bags.

Once the bank bag is returned with the Banner receipt, the department needs to review the Banner receipt to make sure

that the org, account code, and amount agrees with the requested deposit. Any discrepancies need to be resolved

immediately.

NOTE: The ODU Official Revenue Deposit Forms are maintained in date order for a minimum of three (3) years OR until

the Auditor of Public Accounts has completed the audit for the specific period of time, whichever date is later.

Requesting Departmental Billing:

With the exception of certain auxiliary services, all billing activities are the responsibility of the Accounts Receivable

department. (Refer to Procedure 4-901, Requesting Departmental Billing, available on the Office of Finance website and

as an addendum to this training). All departmental billing requests should be sent in memo format to Delores White,

Manager of Student Accounts.

The memo must contain the following information:

Complete name and address of company to be billed

Company point of contact info – name and telephone number

Employer identification number (EIN) - required

o The Code of Virginia, sections 2.2-4800-4808 requires the use of the Comptroller’s Debt Setoff program as an

additional method for the collection of past due accounts receivables owed to the state by businesses. In order to

comply with this provision, ODU must have an EIN on file for any potential debts owed to the University that become

past due.

o The EIN should be obtained during the initial contact with the entity and must be included on all requests to bill and all

applicable supporting documentation.

Description of the service for which you are billing

Dates of service

Amount to be billed

Complete budget code information so that the receivable can be credited to the correct budget (organization budget

code, fund, sub-account).

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Copies of all supporting documentation must be attached (signed contracts, authorizations, work orders, etc.).

o The company’s EIN number must be noted on all supporting documentation.

Incomplete requests will be returned without action.

Billing Process:

1. Once a request to bill is received:

i. An account is created for the company.

ii. The charge is loaded as a receivable to the company account.

2. After the charge is loaded to the company account, the departmental budget is credited.

3. An invoice is sent to the company with instructions to send payment directly to the Cashiers’ Office. This

invoice includes the company account number to ensure correct posting of the payment.

4. PAYMENTS MUST BE SENT TO THE CASHIERS’ OFFICE FOR POSTING TO THE COMPANY’S RECEIVABLE

ACCOUNT.

i. If a department receives a check from a company billed for services, the funds should NOT be

deposited into the departmental budget.

ii. If a department DOES deposit a check for a receivable, this causes a duplicate credit to the budget

since the budget is credited at the time the receivable is loaded to the company’s account.

iii. If a duplicate credit is posted, Accounts Receivable will confirm that the payment was deposited

directly by the department instead of being sent to the Cashiers’ Office to be posted to the company

account. Once confirmed, the budget will be debited for the duplicate credit.

iv. The payment will be reapplied to the company account by the Cashier’s Office.

5. If the entity does not pay after our attempts to collect the debt, the account is forwarded to collections, and

the EIN number is used to send the account to Debt Setoff as required by Commonwealth statute.

i. Departments are expected to assist in trying to collect the debt, if contacted by Accounts Receivable

for additional information.

ii. Requests to bill for delinquent accounts may be returned due to the delinquency of the account.

General Information:

Students can make payments in person in Rollins Hall at the cashier’s windows (downstairs behind the Customer Relations

area) - cash, check, money order, third-party payment authorizations. Service hours for the Office of Finance are 8:00am to

5:00pm, Monday through Friday. During peak times (i.e., tuition deadlines for fall and spring semesters) service hours may

be extended. Extended hours will be posted.

Payment plans, available for fall and spring semesters only, must be established online. Cash payments must be made in

person at the Cashiers' Office. The Cashiers Office does not accept debit/credit card payments on student accounts in

person. Credit card payments (MasterCard, Visa, American Express, and Discover) on student accounts will be processed

online via LeoOnline. Authorized users may make payments via Touchnet. When paying by debit card or credit card,

students or authorized users will be redirected automatically to our credit card processor (PayPath). Students who pay

using a debit or credit card will be charged a 2.85% convenience fee effective May 1, 2018 (or $3.00, whichever is greater).

The Office of Finance provides a variety of business services to the student community in the following areas:

Customer Relations:

The Customer Relations’ staff is dedicated to providing quality information related to tuition and fees in a timely,

effective manner. Financial counseling (from the standpoint of tuition charges on student accounts, billing, and the

impact of financial aid awards) is provided on a daily basis by a team of professionals. Students can address

questions to [email protected].


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Processing Tuition/Payments:

Tuition payments are accepted by cash, personal check, money order, VISA, MasterCard, American Express, or

Discover (charge card payments are not accepted in person). Checks and money orders (which may also be sent via

mail) should contain the student's UIN (University Identification Number) in a visible location. Cash payments must

be made in person to the Cashiers' Office.

Tuition Refunds:

If students formally drop classes within published deadlines, the appropriate tuition refund (less any other

outstanding debt owed the University) will be processed according to advertised procedures.

Billing Activities for Tuition and Other Accounts Receivable:

For students who register in person, the printout received at the time of registration is the first bill. Students who

register via LeoOnline are given the amount of their charges after completing the registration process. Students

should not wait to receive an additional billing statement to pay tuition. Please refer to Payment Due Dates on the

Office of Finance website (www.odu.edu/finance – under Students) for the appropriate semester to obtain specific

tuition deadline information. E-bills are the only billing method used at ODU. E-bills are emailed monthly to a

student’s odu.edu email address for charges due within 45 days. (For information about departmental billing,

refer to the section on Requesting Departmental Billing.)

Disbursement of Financial Aid:

The financial aid application/approval process is completed with the Office of Student Financial Aid. Financial aid

funding is applied to student accounts as it becomes available from the Office of Student Financial Aid. If students

receive more financial aid than is required to cover their charges, any overage is refunded to students. Students

may sign up for eRefunds and receive refunds more quickly via direct deposit.

Tuition Appeals:

Students with mitigating circumstances (i.e., a death in the family, a lengthy illness that impacts class attendance)

who drop courses after refund deadlines may wish to refer to the Tuition Refund Appeal Policy in the most current

University Catalog for guidelines on how to file a tuition appeal. Forms and additional guidance can be obtained by

contacting the Appeals Clerk in the Office of Finance.

LeoOnline:

Students can perform many transactions on the web: register for classes, print a copy of their class schedule, view

charges for tuition/fees, pay their tuition/fees, set up a payment plan, check grades, and more. LeoOnline can be

accessed at www.leoonline.odu.edu (MIDAS ID and password required) and is down for maintenance between

2:00am and 4:00am daily. Changes in availability are posted.

When Students Have Questions:

Because information on student issues can be very complex, please refer students with questions about financial

issues to our office or to our web site: www.odu.edu/finance

CONTACT INFORMATION: Questions about cashiering activities should be directed to:

Delores White

Manager of Student Accounts

Phone: 683.6881

E-mail: [email protected]

http://www.odu.edu/finance

http://www.leoonline.odu.edu/

http://www.odu.edu/finance


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PROCEDURES:

Current procedures located on the Office of Finance Policies and Procedures page: http://www.odu.edu/finance/policies-

procedures

REFERENCED PROCEDURES:

Requesting Departmental Billing, 4-901

Departmental Guide for Receipting and Transmitting Funds, 4-902

http://www.odu.edu/finance/policies-procedures

http://www.odu.edu/finance/policies-procedures

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Documents

DEALING WITH PAYMENTS (CASHIERING) - · PDF fileDEALING WITH PAYMENTS (CASHIERING) ... Receivable computer system. Off-Line Cashiering refers to sites that collect money but do not